Where You Ask the Question, There the Answer Should Be

What’s the first improvement most businesses should make?

Whether you’re a startup founder wearing a dozen hats or a business leader juggling endless tasks, the answer is the same:

• create (or improve) a system for making processes visible and actionable.

Most businesses think they’ve already done this.

You’ve probably got SOP’s (Standard Operating Procedures) stashed in Google Docs, Dropbox, or (hopefully not) maybe even an old binder gathering dust.

If that’s the case, I’ll give you a B+ for effort. But is it effective?

Let’s be real—no. Here’s why.

Imagine you’re running a race, but before you can start, you need to find the racecourse, confirm the starting line, and make sure your shoes are tied.

By the time you’re ready, you’ve already lost 10 minutes in the race and you’re in last place.

That’s exactly what’s happening in your business when processes are scattered across platforms, hidden in docs, or (even worse) trapped in someone’s head.

The golden rule?

Where you ask the question, there the answer should be.

Getting to Actionable

Project and task management have become unnecessarily complex.

Let’s cut through the noise.

Every employee, every team member, just wants to know four simple things:

1. What do I need to do right now?

2. When does it need to be done?

3. How long is it going to take me?

4. How do I actually do it?

Sounds simple enough, right? Yet so many businesses struggle to provide clear, accessible answers to these questions.

And when your team doesn’t have clear answers, the result is confusion, delays, and missed deadlines.

So, how do you fix this? Let’s break it down.

The Problem: Scattered Information & Process Chaos

You’ve seen it happen a thousand times: a team member needs to complete a task but doesn’t have the process documented—or worse, can’t find the documentation.

Cue the frantic search for that one Google Doc, the Slack message from six months ago, or the email thread that’s buried under a pile of unread messages.

Time is wasted, frustration builds, and productivity plummets.

Even when your team finds the process they’re looking for, it’s often outdated, incomplete, or unclear. And that’s a major problem. Why?

Because in business, time is money, and every minute spent hunting for answers is a minute not spent on actual creating output and results.

The Solution: Create Actionable Processes Where the Work Happens

Here’s the reality: your processes should live where the work lives.

If someone asks, “How do I complete this task?” the answer should be right there, embedded in the task management system (digital or physical) they’re already using.

For office work, I highly recommend using Motion. Motion isn’t just another task management tool—it’s a productivity powerhouse. It allows you to create templates for standard processes. Additionally… it automatically schedules (and keeps the calendar up-to-date by automatically reshuffling) the employee’s calendar based on the priority and due date of the task assigned to them.

You can embed processes directly into tasks, ensuring that the steps needed to complete any task are right there, visible and accessible.

For field work, where things are a bit more hands-on, GembaDocs is your go-to. GembaDocs allows you to easily create, document, and track standard operating procedures in a way that’s incredibly intuitive for on-the-ground teams.

You’re no longer reliant on memory or disconnected documentation systems. Everything is centralized, clear, and actionable, right at the point of work.

Take Action: Start Today

Ready to get your processes in order?

It doesn’t have to be complicated.

Start by taking a free, 10-minute assessment to diagnose the specific gaps in your business that are keeping it from operating like a lean, efficient machine.